COMMUNICATION

ACROSS PROFESSION

GE 106
 REPORTERS
•DELA TORRE, ROLAN B.
•DELFIN, RICKY R.
•DELLAVA, MANDY A.
•DELUGAR, ROMEL JR A.
•DUASO, CHRISTIAN EARL A.
•DUGA, MARY HAILMAE B.
•FITO, JAHRIED H.
•ONATO, JULIE A.
•PALMA, KLIEN CHARLES C.
Written Mode of Professional Communication
(Business Correspondence)
•Genres Across Professions – Different professions use
different genres. However, you will note that there are
communication materials that cut across professions.
They communicate important information about a
certain organization, event, or individual.

The most common communication materials are:

•Business letters •Minutes of •Business Propo

•Memorandum Meeting
 Business Letters

Business letters are a common form of writing in any

organization. The traditional parts of a business letter are:
Template of a business letter with a conventional heading and utilizing the
purely block format:
Template of a business letter with a modern heading and utilizing the
modified block format:
 Memorandum

•Another communication material is the memorandum. The

term memorandum can be shortened or abbreviated by
calling it a memo. A Latin term which means "it must be
remembered," the memo is usually issued and disseminated
by those occupying mid- level positions and up in an
organization. It is written to serve as a reminder to one's
constituents who need to do or act upon something. This is
done so that the concerned constituents will be properly
guided as to what to do next so that errors in the
organizational system/process can be avoided or if already
made or committed, it may or will not happen again.
 Minutes of Meeting

•A third important communication material is the minutes

of a meeting. Organizations, institutions, agencies, and
even smaller units or offices hold meetings from time to
time. It is important that things discussed in the meeting
are documented so that you can always refer to them when
issues arise in the future. It is possible that any clarification
on matters that have been previously addressed are found
in the minutes of meetings held in the past. Thus, it is
important that records are kept properly. Soft and hard
copies are highly recommended.
 Business Proposal
Executive Summary which highlights what you or your
company is all about, the services it provides, and how it
differs from the others.

Problem Statement – is what your prospective client is

encountering. The client should be convinced that you
perfectly understand the situation that it is in.

Proposed Solution – it explains how you can address or

resolve the concern/besetting the client.

Costing – it is all up to you and to your company if you

want a one-time payment or a payment on a staggered basis
depending on the nature of the project.
Example of Business Proposal Template
 Social Media Channels

•Social media for business purposes helps form

alliances with prospective partners and helps firms
communicate their visions and goals successfully to
the outside world. This, in turn helps them get a
positive reputation in the market, which attracts
further clients. Thus, it reduce marketing costs and
increase revenue by building customer networks and
advertising.
 Facebook

You may upload pictures, and write your

views on the Facebook wall which may or
may not call attention. Your Facebook
friends may "like," react, or comment on
your post. Facebook, however, is not limited
to individuals as it is also used nowadays by
organizations and companies.
 Linkedln

Finally, Linkedln as a social networking service is used

for professional networking. Employers use this site to
post job vacancies while interested applicants post their
curriculum vitae or
résumé. LinkedIn is a very effective way to connect
professionals and establish professional linkages.
 Preparing For a Job Interview

•The job interview is probably the most

important step you will take in your job search
journey, it is your best chance to show the to
the hiring ,manager or recruitment company
that you’re the best person for their job.
Knowing how to prepare for a job interview begins with the
following:

1. Research the job description

2. Thoroughly research the company

3. Think about what you will wear

4. Plan your journey to the job

interview

5. Preparing for the questions you will

be ask

6. Preparing your own questions for

the employer
 Review the Job Description
Most job descriptions follow a similar pattern and are usually
categorized by the following points:

• Job Title/Department
• Duties and Tasks
• Skills Required

The Job Title and Department will give you an understanding of

the major purpose of the position and where the role fits into the
organization, allowing you to discover who your potential line
manger could be.
 Research the Company
Organizations look to hire people with similar values to those of
the company culture. Researching the company before an
interview will give you an insight into the organization’s future
goals and plans

• Company Financials: Check the company website. Doing a

google search can also uncover the current state of the
company.

• Culture: Look at Linkedln and Facebook or check Google

reviews for comments by current or former employees.
• Executive Team: Look through the company website
to research the company hierarchy and find out who
the executives are.

• Competitors: Find out who the company’s main

competitors are and look into the websites of
organizations in the same industry.
 Plan Your Journey to the Job Interview

When preparing for a job interview one of the

most important things to consider is how you
are going to get there. A failure to plan is a
plan to fail. Make sure you arrive on time, or
better yet, at least 15 minutes early. Ensure this
by knowing the address and if you can, have a
trial run a couple of days before.
 What to wear to a Job Interview

If you’re wondering how to dress for an interview, you’re not

alone. Wearing the right clothes to the interview won’t get you
the job, but wearing the wrong clothes will sink any chances of
impressing the interviewer.

There is one rule that stands above all: Dress professionally.

Wear business attire appropriately for the role, while still
making sure you feel comfortable.
 Preparing for Questions you will be ask

How to prepare for a phone interview

Employers usually receive a large number of

applications, because many of the candidates
can look very similar on paper, recruiters and
hiring managers often revert to phone
interviews for preliminary screening.
Here are five phone interview tips for making your phone
interview a success.

• Use the Landline

• Eliminate distractions

• Make a list of Questions

• Speak Clearly

• Use Proper Etiquette

Three commonly-Asked phone Interview
Questions

1. Tell me a little about yourself.

2. What interest you most about this job?

3. Are you willing to relocate for this role?

 How to prepare for a video interview

Video interviews are a great way to connect and can save both
parties the hassle of travel. Before your video interview make
sure your technology is up to date and working. Take the time to
also check that your surroundings are clean and tidy. It may
seem obvious, but in the midst of delivering an answer, it can be
easy to forget that you’re sitting in front of a camera.
• Preparing for a video interview – Check your surroundings.
Be sure to set up your webcam in a quiet, distraction free zone.
Make sure the background is free from clutter and
embarrassing items like laundry piles.

• Equipment Check – get familiar with the webcam and

microphone and understand how they work. The audio and
video must come through clearly and the camera should be set
at eye level.

• Charge your battery - Charge your laptop or tablet the night

before. If you are using a tablet be sure to set it up on a solid
surface so that the screen doesn’t look shaky
• Lighting check – If you put a light behind your computer your
face will be illuminated. This will help avoid shadows.

• Appearance –Even though you are not interviewing face-to-

face, you should still wear business attire. To avoid contrast
issues, stick to solid colors that aren’t too dark or too light and
stay away from stripes and plaids.

• Rehearse some video interview questions – Your video

camera will have a recording function. Prior to the interview,
rehearse your video interview questions and answer direct to
camera.
 General video interview tips

• Keep it professional

• Maintain an eye contact

• Take a pause

• Keep your resume close

• Remember that they can see you

Common Interview Questions and How to Answer Them

1. Tell me about yourself

This is a classic interview opener. It’s deliberately broad, so

it’s easy to go off on tangents and include irrelevant details,
but you should avoid that.

2. What attracted you to our company?

Before the interview, read up on everything you can about

the company: their values, their mission, their latest results
and news releases, who their executive staff are, their origin
story, as well as their products and/or services.
3. Tell me about your strengths.

The best way to address a question about your strengths is to

ensure it aligns with the job description. A lot of people tend to
downplay their strengths, but they shouldn’t. This is a great
opportunity to showcase what you can do.

4. Tell me about your weaknesses.

The key to answering this question well is to show that you are
self-aware enough – and honest enough – to admit your
shortcomings, but also to demonstrate your interest and ability
to work on yourself.
5.
. Where do you see yourself in five years?
Employers usually ask this question to determine three key
things about you:
1. Are you likely to remain at the company long-term?
2. Do your career ambitions align with the job and company
you’ve applied for?
3. Do you have a sense of how you want to grow?

Each hire a company goes through with requires a significant

financial and time investment, and they want to ensure they get
it right.
6. Tell me about a time you encountered a business
challenge. How did you overcome it?

Structure your answer using the STAR method:

• S – situation
• T – task
• A – action
• R – result.

7. Tell me about a time you made a mistake. How did you

handle it?

The trick here is to be honest, show a bit of self-awareness, but

to give an example of a mistake you made and a lesson you
learned that doesn’t interfere with your ability to get the job
done.
8. How do you juggle high-priority competing projects?

The best way to address this is to talk about your skills in time
management. Consider how you schedule your day, how you
prioritize different work assignments, and how you maintain a
good work-life balance.

9. Tell me about a time you disagreed with a co-worker or a

supervisor. What did you do about it?

The key here is to demonstrate your ability to handle conflict in a

mature way and come up with a compromise that is mutually
beneficial to the parties involved. Any lessons learned
10. Why should we hire you?

The most important thing to cover is to make it clear exactly why

you are qualified for this position. This can include skills,
education, professional experience, and any relevant
achievements.

11. Tell me about a time you had to deal with a difficult client.
How did you handle it?

Describe the situation; outline the task you were responsible for;
talk about the action you took and why you chose to response in
that way; and end with the result, and perhaps a lesson you
learned.
 Preparing your own questions for the employer

1. Can you walk me through a typical day in the life of this

role?

2. What will be my biggest challenge in this role?

3. How will my success be measured in this role?

4. What have you enjoyed most about working here?

5. Who do you think would be the ideal candidate for this role,
and how do I measure up?

6. Why did the previous person leave this role?

7. What are the opportunities for growth within this role?

 Tips on asking questions in an interview

•If appropriate, try to weave these questions ion as the

interview is progressing. It demonstrates to the interviewer
that you are proactive and engaged in the process.

•Don’t ask a question that can be easily be answered by

researching the company website, or on google.
 Job interview tips: dos and don'ts

Do
• Dress to impress.
• Make eye contact, and begin with a strong
handshake.
• Sit still, with your feet firmly on the ground.
• Remember your CV details.
• Make a note of your questions.
Don't
• Turn up late to the interview.
• Dress sloppily or inappropriately.
• Smoke before your interview.
• Volunteer your weaknesses.
• Criticize your current or previous employer..